Records Management in an Organization

Topic 1: Introduction: 

Topic 1: Introduction Records and records management in organizations By: Abdul Maziku

Records defined : 

Records defined Documents regardless of form or medium created, received, maintained and used by an institution (public or private) or an individual in pursuance of legal obligations or in the transaction of business of which they themselves form a part or provide evidence (ISO 15489-1: 2001). the word ‘record’ is used to mean any recorded evidence of an activity regardless of its physical format, storage medium, its age or whether it has been set aside for preservation (Shepherd and Yeo, 2003) a record is any recorded information in any form, including data in computer systems, created or received and maintained by an organization or person in the transaction of business or the conduct of affairs and kept as evidence of such an activity (Williams, 2006).

Records management defined: 

Records management defined The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposal of records, including process for capturing and maintenance of and information about business activities and transactions in the form of records (ISO 15489-1:2001(E)). “records management is the management of any information captured in reproducible form that is required for conducting business”(Penn et al, (1994:5)

Records management …: 

Records management … records management is an application of systematic and scientific control to the recorded information required in the operation of an organization’s business (Robek et al , 1995) “recorded information is needed by others so that their work is performed most effectively and efficiently” Robek et al (1995:7). Similarly, according to Shepherd and Yeo (2003), records management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. “records management now covers all the management of records, regardless of age, to meet the needs of private and public sector organizations and the wider society as well as the researcher community” (Shepherd and Yeo, 2003:1)

PowerPoint Presentation: 

What is the role/importance of records in organizations

Importance/role of records management in organizations: 

Importance/role of records management in organizations To furnish accurate, timely, and complete information for efficient decision making in the management and operation of the organization in a costly manner; To process recorded information as efficiently as possible. To render maximum service to the user of records and to ensure the secure storage of vital records which are essential to resume operations in the event of disaster. To ensure regulatory compliance and minimize litigation risks. i.e. organizations use records to respond to challenges made against them whether in a court of law, legislators, regulations or Civil society.

Importance…: 

Importance… To support better management decision making and preserve the corporate memory as well as fostering professionalism in running the business. To support accountability when they need to justify that they have accomplished their obligations or complied with best practice Records can also be used for cultural purposes, research or to promote awareness and restore corporate history.

Symptoms of poor records management: 

Symptoms of poor records management Plenary Discussion: what are the indicators of poor records management in public offices?

1. mixing of active and non-active records : 

1. mixing of active and non-active records

2.Files piled up on the floor: 

2.Files piled up on the floor

3. Files being too bulky: 

3. Files being too bulky

4.Files cannot be located quickly: 

4.Files cannot be located quickly

5.Records piled up on working desks: 

5.Records piled up on working desks

Other symptoms: 

Other symptoms Over-duplication of documents Papers put on wrong files (misplacement of documents) Staff maintaining private recordkeeping systems etc.

Related Task: 

Related Task What are the consequences of poor records keeping in public offices?

Assignment No.1: 

Assignment No.1 Group Assignment: Outline the major problems facing records management in Tanzania and give opinions on what to be done to suppress the prevailing situation. Submission date: